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Departmental Instructions

Every department must follow these steps:

1. Determine who the ‘department contact’ will be. The department contact is the person who will be responsible for logging into iStart and going through the online scholar application process. It might be a department administrator or the professor from the department who is inviting the scholar. It is okay to let an administrative person in the department handle the application, but please remember that the faculty sponsor is responsible for the scholar and the accuracy of the data.
   

   Note

   All scholar applications in the College of Engineering are required to be completed by Khoa Dinh. Please contact Khoa Dinh to begin the process.

    

2. The department contact will . 911±¬ÁÏÍø suggest creating a bookmark in your browser for easy access.
   
   
3. If it is the first time the department contact has logged in, they will fill out the Department Access Request Form and then email the J Visa Advising Team to let us know they’ve applied. 
   
   
4. Once we approve their access, the department contact should log in to iStart and begin the application process.
   

   Note

   • 911±¬ÁÏÍø recommend using the  so you gather the information needed to complete the department E-Forms.
     
     
   • If you will host a scholar whose DS-2019 will be created and maintained by an outside agency, such as Fulbright, a separate application is used. Please select and complete the J-1 Other Sponsor Scholar App (Fulbright, etc) in iStart, instead of the regular J-1 Scholar Application.
   
   
5. Add the scholar or find the scholar. Use the Add Person E-Form to add the new scholar to the iStart system, if they do not already have a U number.
   

   Note

   If they already have a U number, DO NOT create a temporary ID but rather use the existing U number.
   
   Once the scholar is added, click on the J-1 Scholar App and Check-in link to officially begin the application process. Follow the instructions on each E-Form and at the top of the application page.
   
   
6. The department will complete two E-Forms in iStart, Department Instruction and J-1 Program Information.
   
   
7. Our office will review and approve the department E-Forms and send an email to the scholar to complete all of their E-Forms.
   
   
8. Our office will review and approve the scholars E-Forms and send an email to the department contact to complete the E-Forms in the next stage. Export Control and Final Approver by Faculty Sponsor, Department Chair, and College Dean/ VP.
   

   Note

   All signatories must be USF employees as listed in USF’s HR database and have the ability to sign into the E-Forms using their USF Net ID. Requests from USF Health are forwarded to the appropriate USF Health Vice President.

    

9. The final stage consists of two E-Forms:
   1. Requested Dates Confirmation- The sponsor will confirm the final program start and end date that will be on the DS-2019
      
      
   2. Scholar Processing Charge Payment- The department will provide a chartfield to pay the $250 charge. This charge is used to support the Scholar Success Program.

After all stages are reviewed and approved The Office of International Services will produce the DS-2019 necessary for the scholar to apply for their J-1 visa. It will be provided to the scholar electronically through iStart with instructions on applying for their visa and next steps.